OHS Consultation and
Communication Procedure
1.
Purpose
The purpose of this procedure is to outline the consultative and communication
arrangements across all Department of Education and Training (DET) workplaces.
2.
Scope
This procedure applies to all DET workplaces including schools and central and regional
offices.
3.
Procedure
All DET workplaces must have effective systems in place to ensure that all employees
(including Health and Safety Representatives) are consulted and communicated with
when OHS decisions are made.
DET schools and workplaces
to etsablish Designated
Work Group(s) (whole
workplace by default)
DET schools to review
communication and
consultatation
arrangements, every 3
years or as required
Elect and train a Health
and Safety Representative
Determine
communication and
consultation forums (e.g.
staff meeting & OHS
Notice Board).
Implement an agreed OHS
Issue Resolution Process
3.1
Consultation and Communication Arrangements
3.1.1
Consultative Arrangements
Consultation is a legal requirement under the OHS Act 2004. Effective and timely
consultation with employees is important to engaging employees in maintaining and
improving safe and healthy workplaces.
The Workplace Manager and/or Management OHS Nominee must establish consultative
arrangements with Health and Safety Representatives (HSR) and employees when
making any decision or change in relation to OHS in the workplace, these include:

identification and assessment of workplace hazards or risks
Central Office Use Only
Issue Date: April 2014
No: DET ESWB-03-2-6
Last Reviewed: July 2015
Next Review Date: July 2017
Authorised By: Manager ESWB
THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED
Page 1 of 5
OHS Consultation and
Communication Procedure

decisions made on measures taken to eliminate or control workplace risks

review of workplace risk assessments

decisions made about the adequacy of workplace facilities

changes to procedures for monitoring workplace risks

proposed changes to the work premises, systems of work, plant or substances used at
the workplace

decisions about changes in job role

decisions about consultation procedures and any legislative requirements.
Where the information required to be disclosed is confidential (e.g. medical reports, personal
records etc.) the Workplace Manager and/or Management OHS Nominee should seek
legal assistance before deciding to disclose the information.
DET will consult and communicate with internal and external stakeholders on matters
affecting state-wide health and safety as determined by Part 4 of the OHS Act 2004 and in
accordance with the main objectives of DET OHS Consultation and Communication Policy.
3.1.2
Communication Requirements
The Workplace Manager and/or Management OHS Nominee must communicate the
following information to employees:

existing OHS practices and systems

changes to current OHS practices and systems

outcomes of workplace inspections
This would include communicating specific elements of the OHSMS including:

the workplace risk profile (OHS Risk Register)

DET OHS Policy and Communication and Consultation Policy

completed Risk Assessments and Safe Work Procedures (SWP)

Material Safety Data Sheets (MSDS) for chemicals

emergency processes e.g. evacuation plan, incident controller details, etc.
3.2
Implementing Communication and Consultation Processes
3.2.1
Establishment of Designated Work Groups
A designated work group (DWG) is a group of employees in the workplace who share similar
workplace health and safety concerns and conditions.
In Victorian Government schools a DWG is defined as the whole workplace as a default.
However, based on the specifics of the workplace (e.g. in a multi-campus secondary school),
the DWG structure may altered to suit that environment (e.g. one DWG for each campus).
Central Office Use Only
Issue Date: April 2014
No: DET ESWB-03-2-6
Last Reviewed: July 2015
Next Review Date: July 2017
Authorised By: Manager ESWB
THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED
Page 2 of 5
OHS Consultation and
Communication Procedure
If requested to do so by an employee, the Workplace Manager must initiate a consultation
process to determine if alterations are required to the default DWG structure. This process
must commence within 14 days of the request.
The number of DWGs is to be determined by negotiation and must consider:

the number of employees at the workplace

the nature of work performed

the number and grouping of employees who perform the same or similar role

the areas at the workplace where each type of work is performed

the nature of hazards and level of risk at the workplace.
3.2.2
Health and Safety Representatives
A Health and Safety Representative (HSR) is an employee who has been elected by the
members of their Designated Work Group (DWG) to represent them, providing a way for their
views and concerns about health and safety to be heard by their employer.
If a workplace has an elected HSR, the Workplace Manager and/or Management OHS
Nominee must consult with the HSR by:

providing the HSR with all the OHS information about the matter that the employer is or
intending to provide employees

providing the information to the HSR in a reasonable timeframe, where practicable before
distributing to all employees

meeting with the HSR if an invitation to meet is accepted or if a meeting is requested by
the HSR

inviting the HSR to meet to consult about the OHS matter

giving the HSR a reasonable opportunity to express their views about the matter

taking into account the HSR views about the matter.
Please refer to Health and Safety Representative Guide for further details about HSRs
including:

electing a HSR

HSR powers and responsibilities

HSR training requirements

Provisional Improvement Notices.
3.2.3
Determining Appropriate Communication Forums
The Workplace Manager and/or Management OHS Nominee, in consultation with
employees, must determine which communication strategies are most appropriate for their
workplace.
As a minimum, the workplace must establish:
Central Office Use Only
Issue Date: April 2014
No: DET ESWB-03-2-6
Last Reviewed: July 2015
Next Review Date: July 2017
Authorised By: Manager ESWB
THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED
Page 3 of 5
OHS Consultation and
Communication Procedure

An employee forum, or forums, (e.g. staff meeting) where OHS is discussed as a
standing agenda item. This forum/s is to occur at least once a month.

An OHS Notice Board that contains the 11 mandatory items (as per the OHS Notice
Board Guide).
Additional communication strategies could include:
OHS Committee
An OHS committee is formal structure where employers and employees
that discusses and makes decisions on OHS matters. Refer the OHS
Committee Guide.
OHS Working
Group
An OHS Working Group is a less formal meeting of employee and
management representatives that discusses and makes decisions on
OHS matters. The meeting can occur either on a scheduled basis or as
required.
Email update
An email to all employees that contains OHS information. This system
can be sent on scheduled basis or as required.
Newsletter
A printed or electronic newsletter available to all employees that contains
OHS information. This system can be sent on scheduled basis or as
required.
Intranet
A dedicated OHS section of an intranet. This section could contain OHS
updates, documents and calendars and links to DET OHSMS.
3.3
OHS Issue Resolution
The Workplace Manager and/or Management OHS Nominee are to implement an agreed
OHS issue resolution process. The OHS Issue Resolution Flowchart must be used if an
agreed process does not exist. The agreed process or OHS Issue Resolution Flowchart is to
be communicated to all employees and displayed prominently in the workplace.
4.
Defined Terms
All terms defined by the DET are hyperlinked to the DET Defined Health, Safety Terms
Website. Defined roles will appear in bold.
5.
Related Legislation
Occupational Health and Safety Act 2004
Occupational Health and Safety Regulations 2007
6.
Checklist
Tasks/Actions
Completed

Are there established DWG(s)?
Is there an elected and trained a Health and Safety Representative?
Has OHS been added as a standing agenda in staff meetings?
Has the workplaces decided an OHS Committee is required?
If yes, is an OHS Committee Charter been agreed to and signed?
Is there an agreed to OHS Issue Resolution Process>
Have you established an OHS Notice Board with all 11 mandatory items
displayed?
Central Office Use Only
Issue Date: April 2014
No: DET ESWB-03-2-6
Last Reviewed: July 2015
Next Review Date: July 2017
Authorised By: Manager ESWB
THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED
Page 4 of 5
OHS Consultation and
Communication Procedure
7.
Related Documentation:
OHS Consultation and Communication Policy
OHS Committee Guide
OHS Activities Calendar
OHS Issue Resolution Flowchart
OHS Notice Board Guide
OHS Risk Register
8.
Version Control
Version
Section
Amended
Amendment
Date
Created
Author
2
6.7
Inclusion of EAP information and
Risk Management and
Occupational Rehabilitation
Program statement to be displayed
on OHS Notice Boards.
November
2009
EHU
3
All
Minor word changes and inclusion February
of references to OHS Committee 2010
Charter and DEECD "Returning to
Work Following a Workplace Injury"
Poster.
EHU
4
All
Two yearly review as per OHSMS
requirements.
April 2011
EHU
5
All
Two yearly review as per OHSMS
requirements.
March 2013
ESWB
April 2015
ESWB
Change of heading to reflect
requirements in AS/NZS: 4801:
2001
6
All
Two yearly review as per OHSMS
requirements.
Changed references to DEECD to
DET.
Removal of definitions section
Removal of responsibilities’ section
to incorporate information to
general section
Addition to related legislation
Addition of process chart
Removal of section 6.8 Safety
Signage.
Central Office Use Only
Issue Date: April 2014
No: DET ESWB-03-2-6
Last Reviewed: July 2015
Next Review Date: July 2017
Authorised By: Manager ESWB
THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED
Page 5 of 5